London continues to be one of the leading destination for meetings so it’s always best to book as early as possible to secure the best venue. Before you contact us, think about your numbers, what catering, equipment and facilities do you require? Do you want the venue to be traditional or contemporary to match your companies’ brand? What’s your budget and what do you expect it to include? Will you need break out rooms, accommodation etc … How will most people be getting to the venue, by public transport or will a car park be required? How do you want the room set up e.g. theatre style, U shape, cabaret etc …?
Remember, Tuesday, Wednesday and Thursday’s command top prices, so if you can be flexible on the date and consider a Monday or Friday, there will be a greater choice of venues to choose from and there’s a good chance we could secure a favourable rate.
Most months are busy in London now, with April being the busiest and the Summer months being the quietest. Whatever the time of year we will always work hard to secure the best rate for you our client.
TIPS: Making your conference a great success.
- Consider an auditorium for large meetings of over 300 people, as they will have racked seating ensuring good visibility for all your delegates.
- If you are looking for a classroom set up, a tiered lecture theatre would be best if your numbers are over 150 delegates.
- The larger, more complicated the event the longer lead time required.
- Venues with a very large capacity are limited, so can get booked up years in advance, often with repeat business. So, the sooner you can start making enquiries the better.
- The two ends of the spectrum book up first, the most cost effective and the luxury, expensive venues.
- Try to find out why the event is taking place and what the company hopes to achieve by holding the event.
- Find out if secrecy and security is a major issue.
- Find out if catering can be in the room or in an allocated space within a general catering area, or will an extra, private room be required.
- Find out if your preferred date clashes with other events which could affect attendance.
- Find out if any legal requirements are relevant to the amount of notice given for the event and numbers of attendees.
- Bear in mind any special needs your attendees may have.